Club onboarding

Club Data Protection Guidance

Version: 2026-08-06

This page explains the confirmation made by a coach or administrator when creating an AthlyraX account. It provides practical wording a Club can place in its own records and privacy notice.

This guidance does not make AthlyraX the controller for the Club's swimmer-management decisions. The Club remains responsible for deciding why it needs each item of information and who may access it.

Before uploading swimmer information

Identify and record the Club's lawful basis for each purpose.
Explain the processing to swimmers and, where appropriate, parents or guardians.
Confirm that full date of birth is necessary for exact age, age-group eligibility, identity or competition administration.
Give access only to authorised coaches or administrators who need the information.
Set a retention period and remove information that is no longer needed.

Suggested privacy-notice wording

AthlyraX swimmer-management software

We use AthlyraX to store and manage swimmer information, including name, full date of birth, gender, squad, attendance, training, testing and competition information. We use this information to administer swimming activities, determine accurate age groups and eligibility, record participation and support swimmer development.

[CLUB LEGAL NAME] is the data controller for this information. AthlyraX processes it on our behalf under a written Data Processing Agreement. Access is limited to authorised Club personnel and the information is not displayed publicly.

Our lawful basis is [INSERT THE CLUB'S DOCUMENTED LAWFUL BASIS]. Where we rely on legitimate interests, those interests are accurate membership, age-group, competition and coaching administration. We retain the information for [INSERT RETENTION PERIOD OR CRITERIA].

Questions or requests concerning access, correction, deletion, restriction or objection should be sent to [INSERT CLUB DATA-PROTECTION CONTACT]. You may also complain to the Information Commissioner's Office.

Full date-of-birth lawful-basis record

The following is a short Legitimate Interests Assessment template. The Club should retain a completed copy where legitimate interests is its selected lawful basis.

Processing activity: storing a swimmer's full date of birth in AthlyraX.

Purpose test: The Club needs accurate age information to determine age groups and eligibility, distinguish swimmers with similar names and administer training or competition records correctly.

Necessity test: Record why the full date is required and why birth year or age category alone would not provide adequate accuracy for the identified purpose.

Balancing test: Consider the swimmer's age, reasonable expectations, sensitivity of exact birth dates, possible harm from unauthorised access and the fact that children require particular protection.

Safeguards: adult authorised users only; no public profiles; no coach-child messaging in the current platform; separate team storage; strong account security; access removal when duties end; no advertising use; no unrelated reuse; and deletion when no longer necessary.

Outcome: [APPROVED / NOT APPROVED], completed by [NAME/ROLE] on [DATE], review date [DATE].

Suggested retention record

The Club should state a real period or decision rule rather than keeping information indefinitely. Example:

Active swimmer records are retained while membership or coaching services continue. When a swimmer leaves, operational records are reviewed and deleted or anonymised after [INSERT PERIOD], except where a longer period is needed for a documented legal, safeguarding, insurance or dispute purpose.

What the signup checkboxes mean

The first checkbox records that the account creator is authorised to act for the Club and accepts the Terms and Data Processing Agreement.

The second checkbox records the Club representative's confirmation that the Club has selected an appropriate lawful basis and supplied privacy information before uploading personal data, including full dates of birth.